The Strategic Administrative Coordinator arranges, organizes, and executes operational and administrative duties for the Office for Equity and Diversity (OED). This position provides executive assistance to the Vice President and senior leadership team within OED; supports the senior leadership team’s meetings, and coordinates all operational services and logistics.
The Strategic Administrative Coordinator advances the diversity, inclusion, justice and equity work of the office and through thoughtful, competent handling of a varied portfolio of assignments. They exercise discretion, sound judgment and creativity in prioritizing work, problem solving, and building strong relationships on behalf of the OED. This position reports to the Vice President and Associate Vice President for Equity and Diversity and Faculty Diversity and Development.
Major Responsibilities: Direct Support to the Vice President (50%):
Ensure the smooth operation of the OED’s office by gathering data, researching best practices in office management and in other departments and recommend solutions
Manage the calendar of the Vice President, Associate Vice President for Equity and Diversity and Faculty Diversity and Development, and Senior Leadership team to ensure that their time is being used strategically and in alignment with priorities to include:
Making key decisions on the schedule
Developing and establishing the Vice President’s yearly calendar comprising recurring University meetings and events. Establish relationships with University leaders, external leaders, and their administrative staff in order to implement and coordinate the Vice President’s scheduling priorities;
Conduct research and gather data as needed regarding various University leaders and stakeholders with whom the Vice President will be meeting;
Provide relevant background and analysis including preparing meeting materials
Arrange travel and travel related needs (conferences, association and society meetings, presentations, lodging, etc.)
Review requests for meetings with the Vice President and determining the appropriateness of each request
Triage a large volume of complicated and/or sensitive inquiries, following up in a timely and appropriate manner on issues needing attention to ensure a high level of service for the office or, when appropriate, making referrals to other offices and staff.
Work closely with Vice President’s staff to coordinate speaker requests and remarks, respond on the Vice President’s behalf to speaking invitations, keep track of Vice President’s speaking commitments, collect related background information for Vice President, and coordinate with event planners as needed.
Communications and Coordination (30%):
Serve as day-to-day communications liaison for the Vice President, including conveying messages, requests, and information to the Vice President and her senior leaders as needed on behalf of callers and staff members and following up on matters needing attention.
Track and coordinate correspondence and deadlines requiring attention of or response from the Vice President.
Reviews and tracks incoming mail, sharing with other staff or redirecting to other senior leaders or offices as appropriate.
Drafts e-mails, correspondence, announcements, reports and other communications for and on behalf of the Vice President, including congratulatory notes and recognitions.
Collects and compiles information and provides other assistance to the Vice President and her senior leadership team as necessary (e.g., committee nominations, candidate evaluations, information items report for the Board of Regents meetings].
Coordinates calendars and affiliated communications related to annual performance reviews, budget and compact overviews and other related processes.
Office Operations (20%):
Maintains overview of office work flow, progress on key issues and activities, and support staff assignments to assist in updating the Vice President and Associate Vice President for Equity and Diversity and Faculty Diversity and Development.
Serves as resource for other administrative staff in the OED and University community.
Oversees office files, maintaining paper and electronic files as appropriate.
Partners with senior leadership team on projects needing administrative support (e.g., events, committee and project support).
Coordinate operational services and logistics, including but not limited to office/kitchen supplies; parking and fleet rentals; signage and printing; copier lease/maintenance; and reuse/recycle resources. Manage UMarket account. Track office hardware replacement schedule; coordinate new purchases with Office of Information Technology.
Hold office PCard. Obtain approvals, process, and file PCard expenses, deposits, vendor payments, and journal entries. Track and report expenditures.
The Strategic Administrative Coordinator is a full-time (100%-time), 12-month, Civil Service position, classification 8208A2, Administrative Associate 2. This is an in-person position that will allow for flexibility.
Bachelor’s degree and at least 2 years of experience or a combination of related education and administrative experience successfully managing multiple priorities in a professional environment totaling a minimum of 6 years.
Demonstrated excellent oral, written, and interpersonal communication skills.
Exceptional organizational skills, accuracy, and attention to detail.
Track record of promoting and advancing social justice, equity, diversity and inclusion
A highly effective team player, with the ability to also be independently effective.
Demonstrated record of creating exceptional work products with a superior level of timeliness.
Proven ability to handle matters expeditiously, proactively, and follow through on projects to successful completion.
Experience drafting and preparing letters, memos, spreadsheets and other office documents.
Experience and high level of skill managing schedules using electronic calendaring software.
Previous administrative experience at the University of Minnesota and/or a similar large, decentralized organization assisting and supporting senior leaders.
Demonstrated knowledge of the University of Minnesota and its academic and administrative units.
Experience working effectively with senior leaders.
Experience in writing and editing for content, style, tone, grammar, and copy standards.
The Ideal Candidate will:
Prioritize competing responsibilities; be reliable, results-driven and proactive.
Be discreet with sensitive information and maintain confidentiality.
Exhibit resilience and self-confidence in the face of ambiguity or change.
Bring approachability to daily interactions with colleagues, administration leaders, Regents and the public.
Be intellectually curious, self-aware, and open-minded.
Share knowledge willingly and actively contribute toward a high-functioning team.
Embrace working in a behind-the-scenes role in a visible office.
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.